Passion Caterers
The Small Print/Questions and Answers
The ‘Small Print’ covers all those little questions that you may have prior to making an enquiry. Once you have
emailed us with your proposed date and details of what you are looking for in terms of catering we will generally
arrange a meeting with you. This is so we can discuss your event in detail and view the premises where the
function is to take place. You will then be sent a detailed quote and, if you wish to proceed, will be asked to send a
deposit by return as noted below in order to secure the booking.
What is the minimum spend?
Our cheapest buffet including a round of sandwiches, mini cake bites and a cup of tea or coffee retails at £5.00 per
person. The minimum midweek local spend is £100.00. Higher costs apply on key dates throughout the year.
What do the costs on the sample menus include?
The price on the menu includes the price of the food, the platters it is served on (if a buffet), and the costs to either
drop it off or for the chef to cook the meal. Each event is different. Some clients have their own tables, chairs,
crockery, cutlery and glasses and only require the food to be dropped off and the empty platters picked up later. This
method of pricing offers you good quality food at value-for-money prices and allows you flexibility.
What possible extra costs can I expect when catering for an outside event?
Additional prices can include any staff costs, equipment required to cater for the event (fridges, ovens etc), tables,
chairs, tablecloths, napkins, crockery and tableware, cutlery and glassware hire, table decorations. This does not
take into consideration marquee hire etc.
Why do choice menus cost more?
With a choice menu there is inevitably substantial wastage. This applies (although to a lesser extent) even if you
have made a pre-selection as frequently guests do not remember what they ordered or change their mind!
Supplements will depend upon the menu you have selected, for example high cost foods will attract high
supplements. Alternatively you may consider a buffet menu which can offer more choice.
What about deposits and payment?
A deposit of 40% of the value of the event is required to secure the booking within 7 days of receipt of the quote.
Payment is required by cash, cheque or BACS. We do not accept credit cards or paypal. The estimated balance is
due six weeks prior to the event. If we do not receive the full balance at this time we will endeavor to contact you
however if we cannot then we will assume the event has been cancelled and you will forfeit the deposit.
What is the validity of the prices quoted on the Website?
All of our menu prices are valid for 2016, however we do reserve the right to amend these should prices suddenly go
up significantly due to economic circumstances beyond our control. If this does happen we will notify you of the
increase or offer an alternative within the agreed budget.
How far do Passion Caterers travel before charges apply?
Passion Caterers are based in Ayrshire and cater within Dumfries and Galloway, Ayrshire and Glasgow. Travel
outside of these areas may incur charges related to staff travel and wages and, if your event is over a number of
days, there may be accommodation charges applied. We do not make a profit on this element, we simply cover our
costs rather than build it into the price and will inform you of these charges (if any) at the time of our meeting.
Last minute changes
Should you have any last minute requests please advise a minimum of 48 hours prior to the event.
And if the worst happens...
In the unfortunate event you have to cancel your event for whatever reason we reserve the right to make the
following charges:
More than 6 months prior………loss of deposit
Less than 5 weeks prior...…….. 50% of estimated final bill
Less than 4 weeks prior………. 60% of estimated final bill
Less than 3 weeks prior………..70% of estimated final bill
Less than 2 weeks prior………..80% of estimated final bill
Less than 1 week prior…………95% of estimated final bill
On the day……………………...100% of estimated final bill
We strongly recommend you take out insurance, especially for large and costly events.
Date Issued: 2016. Issue 1